Property Coordinator

7 days ago

Cape Town, Western Cape, South Africa Vhrs Full time

At Vhrs, we are seeking a highly organized and detail-focused Property Coordinator to support our property management team in managing a diverse rental portfolio, including high-end Airbnb units, student housing, multi-lets, and long-term rentals.

We have created extensive systems and automation to run our properties, but we need an administrator to take over the property management role. This role is essential to ensuring smooth operations, handling logistics, communication, and finance related to rental management.

The ideal candidate is thoughtful, methodical, and enjoys working independently in a structured environment. If you are someone who prefers working behind the scenes, enjoys creating order, and finds satisfaction in keeping things running smoothly, this role may be a great fit for you.

This is a full-time role with flexible work hours. You will have the flexibility to structure your work throughout the day, but some messages and tasks will need to be handled outside of normal business hours, including weekends.

Key Responsibilities:
  1. Structured Property Management Support: Assist with the daily operations of Airbnb and student accommodation properties, ensuring all rentals run smoothly.
  2. Written Communication & Coordination: Serve as the main point of contact for guests and tenants via email and messaging platforms, handling inquiries, check-ins, and check-outs.
  3. Task & Logistics Oversight: Manage cleaning schedules, maintenance requests, and supply orders in a precise and organized manner.
  4. Financial Record-Keeping: Assist with invoicing, expense tracking, and financial reporting, ensuring accuracy and consistency.
  5. Compliance & Documentation: Maintain rental agreements, property regulations, and legal requirements with attention to detail.
  6. Online Listings & Marketing Management: Maintain property listings on Airbnb and other platforms, optimizing descriptions, pricing, and availability.
  7. Vendor & Contractor Liaison: Communicate efficiently with service providers such as cleaners and maintenance teams, ensuring tasks are completed as expected.
  8. Problem Solving in a Calm & Logical Manner: Address property or guest-related issues with a thoughtful, solutions-focused approach.
Desired Qualifications & Experience:
  1. Reliable Transport: You must have your own vehicle for occasional site visits.
  2. Experience: Minimum 2-3 years in property management, hospitality, or an administrative role where structured, independent work was required.
  3. Education: A relevant degree / diploma in business administration, property management, or hospitality (preferred but not essential).
  4. Tech-Savvy: Comfortable with property management software and digital tools such as Airbnb, Guesty, Hostaway, Google Workspace (Docs, Sheets, Calendar), Xero or QuickBooks for financial management, and Trello or Asana for task tracking.
  5. Strong Written Communication: Ability to compose clear, professional messages and documents.
  6. Analytical & Problem-Solving Skills: A methodical approach to handling challenges and implementing solutions.
  7. Attention to Detail: Comfortable working with numbers, spreadsheets, records, and logistics to ensure accuracy.
Typical Scenarios You'll Manage in This Role:
  1. A guest requests check-in instructions—having quick access to pre-prepared information, you promptly send them the details.
  2. A potential guest inquires about an Airbnb listing, and you provide a clear and timely response.
  3. A lease is about to expire—you proactively contact the tenant to begin the renewal process.
  4. A tenant reports a maintenance issue—you gather the necessary details and coordinate with a service provider.
  5. A cleaner completes an Airbnb turnover—you ensure their report is received and reviewed.
  6. You research replacement furnishings for an Airbnb property and arrange delivery.
  7. A guest requests an early check-in—you coordinate with the cleaner to determine feasibility.
  8. A new coaching client is onboarded—you follow established procedures to set up contracts and accountability check-ins.

Most of these tasks follow clear systems and guidelines. However, there will be moments when unexpected situations arise, requiring a steady, solutions-focused mindset. Your ability to calmly and efficiently resolve issues will be key.

Performance Metrics:
  1. Guest & Tenant Satisfaction: Positive reviews and smooth interactions.
  2. Efficiency in Task Management: Ensuring cleaning, maintenance, and guest services are well-coordinated.
  3. Financial Accuracy: Maintaining precise records of rental income, expenses, and reports.
  4. Property Maintenance & Compliance: Keeping properties in excellent condition and ensuring adherence to regulations.
  5. Response Time & Reliability: Handling inquiries and resolving issues in a timely manner.

This is an excellent opportunity for someone who enjoys structured, independent work, values accuracy and organization, and prefers behind-the-scenes problem-solving. If you like working with systems, managing details, and ensuring smooth operations, we'd love to hear from you.

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